Fleet Administrator

About the role

Moffitt Services is a Texas-based fuel and lubricants distributor committed to providing quality fuels, lubricants, and superior service to customers operating heavy equipment, generators, automotive and truck fleets, and more. As we expand our operations, we are seeking a Fleet Administrator to support our growing fleet management needs.

Responsibilities

• Maintain accurate records for vehicles, trailers, heavy equipment, and other fleet assets.
• Enter, update, and audit asset information in Fleetio and other company systems.
• Review Fleetio data and work orders for completeness, accuracy, and timely closure.
• Follow up with mechanics, shop personnel, vendors, and other departments regarding missing or incomplete information.
• Monitor preventive maintenance schedules, upcoming services, overdue PMs, inspections, and recurring requirements.
• Assist with PM scheduling, completion tracking, and documentation.
• Maintain electronic and physical records including maintenance files, inspections, invoices, receipts, warranties, recalls, registrations, permits, titles, and insurance documentation.
• Track expiration dates and notify Fleet leadership of upcoming renewals or compliance deficiencies.
• Review fleet-related invoices for accuracy and supporting documentation; ensure costs are assigned to the correct asset and category.
• Assist with vendor communications, outside repairs, estimates, service records, invoices, and documentation.
• Prepare and maintain fleet reports, spreadsheets, dashboards, trackers, and performance metrics.
• Assist with tracking PM compliance, work-order aging, fleet downtime, maintenance spending, asset utilization, availability, and documentation compliance.
• Support DOT, FMCSA, state, and company fleet compliance requirements by maintaining accurate records and documentation.
• Respond to fleet information requests and provide timely administrative support to Fleet leadership.
• Assist with special projects and process improvements as assigned.

Qualifications

• Previous administrative, clerical, data-entry, fleet, transportation, automotive, maintenance, or related experience preferred.
• Fleet, trucking, construction, automotive, or heavy-equipment experience is a plus.
• Strong computer, data-entry, organizational, and time-management skills.
• Proficiency with Microsoft Office, particularly Excel, Outlook, and Teams, preferred.
• Experience with Fleetio or other fleet management software preferred.
• Ability to learn new software, systems, and processes quickly.
• Strong attention to detail and commitment to data accuracy.
• Ability to manage multiple priorities in a fast-paced environment.
• Strong written and verbal communication skills.
• Ability to independently follow processes, identify discrepancies, and follow up professionally.
• Ability to maintain confidentiality when handling company, employee, financial, and compliance information.

Education

High school diploma, GED, or equivalent required.

Schedule

This position is on-site Monday through Friday, based in Cypress, TX.

Benefits

• Competitive insurance rates through medical, dental, and vision plans.
• 401(k)-match program.